20-29 - 05-05 - Approve the Equipment Checkout PolicyRESOLUTION NO. 20-29
RESOLUTION APPROVING THE EQUIPMENT CHECKOUT POLICY
WHEREAS, the Employees of the City of Golden Valley may checkout equipment
necessary for them to work from home or in the field; and
WHEREAS, the Equipment Checkout Policy outlines purpose, eligibility, rules,
connecting city equipment, and procurement and reservation; and
WHEREAS, the checkout form will allow the city to track where equipment is located
and the responsible party.
NOW, THEREFORE, BE IT RESOLVED that the City Council adopt the Equipment
Checkout Policy.
Adopted by the City Council of Golden Valley, Minnesota this 5th day of May, 2020.
____________________________
Gillian Rosenquist, Acting Mayor
ATTEST:
_______________________
Kristine A. Luedke, City Clerk
City of Golden Valley Equipment Checkout Policy
Purpose
The purpose of this Equipment Checkout Policy is to ensure City technology and other equipment
(“Equipment”) remains in working order and is available to staff to perform work for the City off‐site. This
policy applies to all City staff. As used in this policy, Equipment means all articles and physical resources an
employee uses to perform their job, including but not limited to computers, printers, cell phones, desks,
tables, docking stations, telephones, chairs, desks, keyboards, monitors, mouse, scanners, headsets, and any
other physical devices or property belonging to the City.
Eligibility
Exempt City Employees may work off‐site using City Equipment if they receive written permission
from their department head and submit a City Equipment Checkout Form to the City’s IT Department.
Non‐exempt employees may work off‐site using City Equipment if they receive written permission
from their department head and the City Manager and submit a City Equipment Checkout Form to the
City’s IT Department. Non‐exempt City employees working off‐site must, at all times, abide by the
City’s Hours of Work and Time Tracking Policy.
Rules
City Equipment is for employee use only and may not be used by or loaned to anyone else.
Employees must abide by the City of Golden Valley Technology Use Policy at all times.
Employees are responsible for the care and proper use of Equipment. If Equipment is lost or damaged due
to employee misuse or neglect, the employee will be financially responsible for the cost to replace or
repair the lost or damaged Equipment. If Equipment is lost or damaged for any other reason, the user’s
department will be charged the cost to replace or repair the Equipment.
Employees shall return all Equipment no later than the date indicated on the checkout form. If an
employee leaves the City’s employ, the employee shall immediately return all City Equipment. Employees
who fail to return City Equipment shall pay the City the full replacement cost of the Equipment.
Employees are responsible for the physical security of City Equipment. If Equipment is lost or stolen,
employees must notify the IT Department immediately. All employees must take the following actions to
ensure the physical security of City Equipment:
a. When not in use, electronic Equipment must be stored in a secure location.
b. Equipment may not be stored in vehicles. If it is necessary to leave Equipment in a vehicle for a
short period of time, the Equipment must be locked in the trunk of the vehicle.
c. When using City Equipment in public areas, never leave the Equipment unattended.
d. If travelling with City Equipment, the Equipment may not be packed in checked luggage.
Connecting City Equipment
Employees who plan to use City Equipment to work off‐site must work with their supervisor and the IT
Department to ensure they have the appropriate equipment and connection resources.
Employees may not connect any non‐city devices (using cables or wireless connection) to City
Equipment without prior approval from the IT Department.
Employees may not connect City Equipment to any internet or network connection that has not
previously been approved by IT staff. All policies regarding City of Golden Valley technology, data, and
records will remain in effect, which include retaining, safeguarding, and organizing data consistent
with policy and law.
Procurement & Reservation
Equipment is available on a first‐come, first‐served basis. Employees may reserve Equipment up to 60
days in advance. Advance notice is helpful to IT staff to ensure availability of specific or in‐demand
equipment.
IT staff will automatically cancel Equipment reservations if the employee does not pick up the
reserved Equipment within 2 hours of the scheduled pickup time.
City of Golden Valley Equipment Check Out Form
1. This form is required for staff who wish to take any City owned equipment off City property.
2. List the items you wish to checkout below:
Equipment Description Serial No. Date Borrowed Return Date
I have read and agree to the following requirements and conditions:
I understand that I am checking out the Equipment listed above for my use as an employee of the City of Golden
Valley and I may not allow anyone else to use this Equipment or loan the Equipment to anyone else.
I agree to abide by all of the requirements of the City of Golden Valley Equipment Checkout Policy and Technology
Use Policy.
I understand that I am responsible for the care and proper use of the Equipment. I agree to be financially
responsible for the replacement cost of the equipment if the equipment is lost or damaged due to my misuse or
neglect.
I agree to return the equipment no later than the date indicated above. If I leave the City’s employ, I will
immediately return the Equipment. If I fail to return the Equipment, I agree to pay the full replacement cost of the
Equipment.
Employee Name (Print)
Date
Employee Signature
Home Phone
Approvals:
Department Head (all employees)
Date
City Manager (non‐exempt employees only)
Date
The following item(s) has (have) been returned and inspected for damages.
Item(s):
Damages Noted:
Received By:
IT Signature
Date